Email and Online Communication SS1 Digital Technologies Lesson Note

The Basics of Email

Before the internet, if you wanted to send a message to someone in another country, you had to write on paper, buy a stamp, and wait weeks. Email (Electronic Mail) changed everything. It allows us to send text, photos, and files instantly.

Parts of an Email Address

An email address always has three parts. Let’s look at studentname@gmail.com:

1. Username: studentname (This identifies you).
2. The @ Symbol: This separates you from the service provider.
3. Domain/Provider: gmail.com (The company hosting your mailbox).

Key Email Terms

• Inbox: Where your new messages arrive.
• Subject Line: A short title telling the receiver what the email is about.
• Attachment: A file (like a homework assignment or photo) sent along with the email.
• CC (Carbon Copy): Sending a copy to someone else so they can “see” the conversation.
• BCC (Blind Carbon Copy): Sending a copy to someone without the main receiver knowing.

Email Etiquette (Digital Manners)

“Etiquette” is just a fancy word for manners. Because the person reading your email can’t see your face or hear your voice, you have to be extra careful with your words.

1. Always include a Subject: Never leave it blank. It helps the receiver know if the email is urgent.
2. Start with a Greeting: Use “Dear Sir/Ma,” “Good morning,” or “Hello [Name].” Jumping straight into the message can seem rude.
3. Don’t use ALL CAPS: Writing in all capitals feels like SHOUTING online.
4. Check your Spelling: Use a spell-checker. Mistakes make you look unprofessional.
5. Keep it Brief: Most people are busy. Get straight to the point.
6. The Sign-off: End with “Best regards,” “Thank you,” or “Sincerely,” followed by your name.

Instant Messaging (IM)

Instant Messaging is for quick, real-time conversations. Unlike email, which is like a letter, IM is like a chat.

• Popular Apps: WhatsApp, Telegram, Facebook Messenger, iMessage.
• Features:
  1. Status updates: Telling people if you are busy or online.
  2. Group Chats: Connecting many people at once.
  3. Voice/Video Notes: Sending short audio clips instead of typing.

Safety in IM

• Privacy Settings: Don’t let strangers see your “Last Seen” or profile picture.
• Blocked List: If someone is bothering you or sending inappropriate things, use the block button immediately.
• Verifying Info: Don’t forward “broadcast” messages unless you are 100% sure they are true.

Video Conferencing (Virtual Meetings)

Video conferencing allows people in different locations to see and hear each other in real-time. It’s like having a school assembly or a business meeting through a screen.

Popular Tools

• Zoom: Great for large classes.
• Google Meet: Easy to use directly from your browser.
• Microsoft Teams: Often used in offices and big organizations.

Conferencing Manners

• Mute your Mic: If you aren’t talking, turn off your microphone so the noise in your house doesn’t disturb everyone.
• Background: Try to sit against a plain wall so people aren’t distracted by what’s happening behind you.
• Look at the Camera: When you talk, look at the camera lens, not just the screen. This makes it feel like you are making eye contact.

Summary and Comparison

To be a successful digital citizen, you need to know which tool to use and when to use it.

Class Activity

1. Draft an Email: Write a short email to your Principal asking for permission to start a “Coding Club.” Remember to use proper etiquette (Subject, Greeting, Sign-off).
2. Discussion: Why is it rude to use “BCC” to spy on a conversation?

Quiz: If you want to send a formal job application, should you use WhatsApp or Email? Why?